Registration practice for academic staff

Understand the table

  • We have only included areas relevant to members of academic staff at IOOS. AU requires many additional administrative documents to be filed. The list below is by no means exhaustive. See AU’s additional filing requirements here (DK only).
  • Some documents must be stored but not filed in Workzone. Although there is no requirement to file the document in Workzone, the document must still be stored, e.g. in print, possibly locked away.
  • The selected topics/document types have been chosen on the basis of questions posed by members of academic staff following the introduction of Workzone. Consequently, we have included both ‘yes’ and ‘no’ answers. The answer indicates whether filing in Workzone is required, but please consult the next column to see who is responsible for doing so.

Search and sort

  • The table’s search function performs a search among all words in the sheet.
  • Click the heading in the first row to sort the selected column alphabetically, e.g. grouping all ‘yes’ answers. 

Ask us

If you are in doubt about anything, please contact us at: workzonesupport@ioos.au.dk

Task/typical documents

Must be filed in Workzone

Examples/relevance

Person responsible

A member of academic staff assessing a PhD dissertation in Denmark/abroad

YES

The party responsible for the case, i.e. the PhD student's home university, is responsible for filing documents.

External party

Absence due to illness agreements/meetings

YES

Filed by HR.

HR

Academic, editorial work

NO

This is an administrative service, filing is not required. This applies to, for example, editorial work for a journal (Only in Danish).

N/A

Acting as an expert witness in legal proceedings or similar by virtue of employment at AU

NO

Filed by the external party.

N/A

Advising committees, offering expert opinions, etc., by virtue of your employment at AU

NO

Filed by the external party.

N/A

Advisory Board agreement

YES

The agreement must be filed.

VIP

Agreements made with the head of school or heads of department on funding for competency development

YES

Funding for staff courses etc. are filed by the manager/head who granted the funding.

VIP

Agreements with publishers on the publication of books, monographs and articles

YES

Pay particular attention in relation to agreements pertaining to the delivery of certain services at certain deadlines, to remuneration etc.

VIP

Agreements with the universities' body of external co-examiners (with members of the body of external co-examiners)

NO

Specific agreements made with individual members of academic staff do not have to be filed.

N/A

Agreements with the universities’ body of external examiners

YES

General agreements are made centrally at AU. 

Health Studies Administration

Alumni and career activities, e.g. alumni associations

YES

Material related to the operation of alumni associations, e.g. agreements and contracts.

VIP

Boards of studies, degree programme boards, academic councils, the local liaison committee/occupational health and safety committee.

YES

The chair is responsible for filing documents. However, she/he can delegate this task to the secretary of the committe/board in question. The secretary must file meeting agendas, minutes, appendices, etc.

Chair

Business-oriented initiatives

YES

Agenda, appendices, minutes, relevant correspondence, other relevant meeting material, reports, process plans

VIP

Co-author declarations for joint authorships

YES

File the declaration

VIP

Co-examiner activities outside the universities' body of external co-examiners

NO

An external co-examiner activity is considered a sideline occupation.

VIP

Co-financed and commissioned research as well as public sector consultancy

YES

The project owner files relevant correspondence and reporting. Health Finance files the final application, budget, budget changes, partner/authority's approval of any changes and financial reporting.

Project owner, Health Finance

Conferences, seminars, research seminars and workshops organised by AU held on campus or elsewhere

YES

In connection with events, the programme, list of participants, accounts and any reporting to an external grant holder, as well as agreements and correspondence with external speakers, must be filed.

VIP

Data processing agreements

YES

Data protection, data processor agreements, data transfer statements. Possible local initiatives initiated by the department with a view to data protection, specific agreements

VIP

Declaration of consent

YES

A declaration of consent in connection with photos and videos

VIP

Enquiries from companies, organisations and private individuals

YES

Incoming mail/emails, responses to enquiries, case processing.

VIP

Enquiries from government agencies and institutions

YES

Official enquiries/communication with public authorities. Incoming mail/emails, responses to enquiries, case processing

VIP

Enquiries from students at primary schools and upper secondary schools

NO

This is an administrative service, filing is not required (Link DK only).

N/A

Entrance examinations by students and assessments thereof

YES

Complying with current guidelines, notes must be stored, not filed, for at least one year plus the period required to solve any exam complaints. When this period has expired (in which you must save the exam papers as well as your own notes), please destroy the exam papers and your notes.

Health Studies Administration

Exam and plagiarism cases

YES

Filed by the central administration. Members of academic staff must share their correspondence with the Health Studies Administration.

Health Studies Administration

External consultancy services as a private individual

NO

Regarded as a private activity, unless AU funds are used.

N/A

Guest lecturers and visits

YES

Enquiries, agreements (incl. the head of department's approval) and any rejections, programme/planned academic activities must be filed.

VIP

Informant agreements (interviews etc.)

NO

These are considered research data and must be treated in accordance with current guidelines.

N/A

Internship agreements for AU students in internships

YES

The secretariat is responsible for filing students’ internship agreements at the departments.

HR

Job interviews and assessment committees

YES

Filed by HR.

HR

Lectures/functions in the Danish University Extension

NO

Educational associations etc. are considered private activities.

N/A

Media contact/enquiries from journalists

YES

This is a grey area that calls for a case-by-case assessment. For example, a rejection suspected to have been influenced by political views, etc., must be filed (with a view to any future inspection of documents for, e.g., bias) in cases where staff members make statements by virtue of their employment at AU.
 

VIP

Notes from a PhD thesis assessment

YES

Everything relating to the assessment of a PhD thesis is handled by the graduate school and will be filed in MyPhD. 
If a member of academic staff has any notes or correspondence that they find particularly important, they can ask the graduate school to file them with the specific case.

The graduate school

Notes from exam assessments incl. the assessment of Master's theses

NO

Complying with current guidelines, notes must be stored, not filed, for at least one year plus the period required to resolve any exam complaints. When this period has expired (in which you must save the exam papers as well as your own notes), please destroy the exam papers and your notes.

N/A

Open invitations – e.g. invitations to an academic environment

NO

N/A

Peer reviews

NO

Research documentation, including peer review comments.

N/A

Permissions (due to copyright) for streaming, photos, etc.

YES

Agreements concerning the use/publication of material must be filed. Copydan lists should not be filed, only reported.

VIP

Personal data from research (sensitive GDPR data)

NO

Registered in the AU register and handled in accordance with AU guidelines on, e.g., respondents.

N/A

Publications in connection with research projects

NO

Publications should not be filed in Workzone. 

N/A

Recommendation/letter of reference to (former) employee

NO

N/A

Recommendation/letter of reference to student

NO

N/A

Records of registrations made in PURE

NO

Saved in PURE.

N/A

Registration of trademarks and patents

YES

Must be filed.

TTO

Representation/appointments/nominations in Danish or international committees, boards, councils, government agencies (advisory boards); an AU representative in a forum. E.g. memberships of Danish or international boards, councils, committees and associations, networks, specialists' groups, collaboration forums, etc. (e.g. the Danish Institute in Rome, editorial panels, research councils)

YES

Your own nomination for participation in boards, councils etc. must be filed.
If you serve as the chair of the committee, you are responsible for filing meeting invitations and minutes (administrative case processing).

Chair/ VIP

Requests for access to documents

YES

Must be filed. Contact the head of secretariat immediately.

VIP

Research applications that do not receive the grant

YES

Application and relevant correspondence.

Project owner, Health Finance

Research applications with external funding that receive the grant

YES

The project owner files relecant correspondence and reporting. Health Finance files the grant letter, final application, budget, budget changes, funder's approval of changes and financial reporting.

Project owner, Health Finance

Research projects anchored at an external university

YES

Please make an agreement with the external university on who should file what. Additionally, it is recommended that you store what you consider important to ensure easy access to it.
For projects in which you have a managerial role, e.g. a work package, you should store material that pertains to your managerial responsibility/role within the framework of the project.
If a researcher takes a leave of absence to participate in a research project, the project is not part of AU, and the grant approval etc. do not necessarily need to be filed in Workzone at AU.

VIP

Researcher mobility

YES

Enquiries and agreements made (incl. potential rejections from universities contacted), incl. the planned academic content must be filed. If relevant, the verification letter, the head of department’s approval of the visit, funding approval (e.g. of the department) should also be filed.

VIP

SDDs (staff development dialogues)

NO

Agreements from SDDs (staff development dialogues) can be filed in 1) mitHR, 2) on your personal drive; please delete the agreement made in connection with your previous SDD after your next SDD, or 3) store the agreement in a locker; please make sure to shred it when no longer relevant

N/A

Storing exam papers

NO

Exam papers must be stored in accordance with current guidelines (please keep the GDPR rules in mind), as they may contain confidential personal data.

N/A

Telephone conversations, text messages, work-related chat systems and other communication channels

YES

All types of material may fall under the filing obligation - for practical reasons, it may be necessary to handle this material through screen dumps or one's own notes (obligation to take notes) in cases where important decisions relating to the case are made in this manner.

VIP

Tendering

YES

Documentation of the actual agreement and correspondence in connection with concluding the agreement. 

TTO, Procurement/AU Finance/the local secretariat

Travel expense reports, invoices, etc.

NO

The information is stored in RejsUd, INDFAK, REEX, etc.

N/A